Tips for sending mail

 General tips

• Cut the costs of sending mail. Small envelopes are usually lighter and thus cheaper than big ones. You can also cut costs by using both sides of the paper you send. If you need to use a strong envelope, we recommend padded ones as these are much lighter than regular envelopes.

• Always use envelopes with an institutional return address.

• Leave some blank space (1.5 cm) around the address for the mail company.

• Make sure the address is clearly legible. We can take care of addressing mailings for you. Please contact us for more information.

• Please use initials and department names. There are a lot of people at the RUG with the same names.

• Always include the postcode. Mail items without a postcode will not be accepted. For mail sent within the RUG put 'INTERNAL' on the postcode/town line.

• Do not use paperclips or staples on the outside of the envelope as this may damage both the franking machine and the envelope itself. You can be held liable if the postman/woman gets injured.

• Post may be returned to you by the mailroom if our staff has not been able to reach you by phone. This happens when the mail has not been accurately handled and may be rejected by the (national) mail company. You will of course be notified of the reason why your mail has been returned.

Tips for sending mail abroad

• Use lightweight material as far as possible.

• Clearly state the method of sending: Priority, overland or overseas mail, courier, etc. Note that a parcel being sent by overseas mail, for example to the United States, may take more than a month to arrive.

• A customs label is required for mail items weighing more than two kilograms that are being sent abroad. These labels are available from the mailroom. Please submit the form to the mailroom along with the parcel. Leave the fields for weight, value and date blank. Our staff will complete the form for you.

• Please contact the mailroom if you want to send books and brochures per mail, as each country has its own rules and regulations for these.

Tips for sending parcels

• If you want to send a large amount of mail to one address, it may be a good idea to combine it into a parcel to save on postage fees. Parcels being sent within the country can weigh up to 30 kilograms. Different rules apply to parcels that are being sent abroad. Heavier parcels can of course also be sent. Please contact us for further details.

• Special parcels can also be sent via the mailroom. We would be happy to advise you about the possibilities.

Tips for sending bulk mail

• You are eligible for ‘bulk rates’ if you are sending more than 100 similar mail items to postcodes within the 9700-9899 range or more than 250 similar mail items to postcodes 1000-9999. This will usually save you more than half the postage fees.

• Envelopes for a batch of mail with identical contents can be pre-stamped or pre-printed 'TNT Post PORT BETAALD' (postage paid). You can then submit the mail in manageable stacks (25-50 items) to the mailroom.

• If you have large volumes of mail to send, but don’t have the time to handle this yourself, please contact the mailroom. We will be happy to help you.

Tips for sending periodicals

• Different, lower rates apply to sending periodicals. However, a number of conditions apply. The most important ones are listed here.

• You must subscribe to a periodicals franking scheme with our current mail company TNT Post in advance if you want to send periodicals by mail.

• Periodicals must appear at least four times per year with a circulation of at least 250 copies.

• The volume, number and publication date must be stated on the cover or on the first page of each issue of the periodical. A textbox with the text 'TNT Post PORT BETAALD' (postage paid) must be printed on the top right of the wrapper.

• Please inform the mailroom before submitting a periodical so that the periodicals regulations can be duly observed and so that we can assign sufficient staff to accurately process your mailing order.

Tips for using a freepost number

• If you want your mailing to be replied to, you can include return envelopes with a freepost number. You will only pay for the returned envelopes, with a surcharge. If you are expecting an 80% or higher response rate, it is cheaper to include pre-paid return envelopes with your mailing. If you wish, we can print your envelopes and add a postage-paid stamp.

• If you use a freepost number, please state the following information on the return envelope: Faculty, Department/Section/Institute, Antwoordnummer 172, 9700 VB Groningen.

• The top right corner must include a statement such as ‘no stamp needed’. The top left corner must also state the name and address of your department, section or institute.

Tips for sending mail by courier (only for sending items fast)

• Please contact the mailroom if you want to send a mail item by courier. The item will be sent from the mailroom to the addressee. It will not be given to anyone else and you can be assured that it will arrive at its destination. Undeliverable items will be returned by the same courier service, stating the reason why they could not be delivered. If you want your mail item to be collected from your address, please contact the transport department (tel. 363 5522).

• If you are sending items abroad by courier, we recommend stating the telephone or fax number on the parcel in addition to the delivery address.

• Do not use a P.O. Box number, as the mail item must be delivered in person.

Tips for registered mail

• If you need to be absolutely sure that the addressee will receive the mail item, you should send it by registered mail. The recipient must sign a receipt and you will be sent a copy of this receipt.

• In order to send a mail item by registered mail, you must register it in the registered mail book (‘aantekenboekje’) and send both the mail item and the registered mail book to the mailroom. The mail company will issue a stamp and the number which has been assigned to the mail item. You will be able to track the item at the mail company via this number.

Tips for express mail

• Urgent mail can be sent by express mail, but you should consider whether the time saved compensates for the extra expense.

• Express mail must be submitted to the mailroom before 10 a.m.

• Although express mail is a very fast medium, there is no guarantee that an item will arrive on time.

• Please use an actual address and not a P.O. Box number, just as for courier deliveries.

Exceptions

• Not all mail items can be sent with the above-mentioned methods. Please contact the mailroom staff if you want to send items that are very large or unusual in shape or material. They will be able to advise you on the best and cheapest method of sending.

Please contact the mailroom, tel. 363 5296, for more information about sending mail.